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| The Challenge |
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The development authority of a mega metropolitan city required a comprehensive Electronic Management System. The huge volumes of data were stored in different formats like handwritten, voice files, typed documents, drawings, OCR files and OLE objects. Quick retrieval of these data along with monitoring and tracking features were needed. Web enabling with biometric and regional language integration tools had to be incorporated. The new system had to reduce the time taken internally and increase efficiency levels of employees, who were used to an old system of functioning. |
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| The Solution |
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The solution we offered began with an intense system study that analysed the various systems and applications maintained by the department and prepared a comprehensive plan to integrate Document Management System with the existing system. The pre-scanning work was mostly manual that included file collection, sorting of files, marking of pages for scanning (indexing the documents in the file), document preparation like trimming/joining, de-stapling, entry into index sheets, and preparing the batch for scanning. High speed ADF scanners were used for 30 lakh documents. Stringent quality control of the images and cleaning of images to retain originality was given importance. Profiling and indexing of the Meta Data was undertaken. Converting the images into PDF format and setting attributes to PDF. (These files are used as a backup). Data backup into DVD’s is done on a weekly basis. The product helps to organize various types of documents in a way that is convenient to store, but most importantly, quicker to retrieve as well as monitor and track its movement. Product provides all the facilities necessary to capture, view, store, retrieve, share, print, collate and route documents. While file monitoring is one of the important features of this product, other key features include Sticky-note, Annotation, Internet Interface, Collation, Mailing system, Electronic signatures, etc. Web enablement and integration with Biometrics and regional languages.
Privileges & access limits will be set to various users. Users authentication through biometrics & ID. Web enabled system with un-limited user licenses. |
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| The Package |
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The total solution works well for the department with obvious benefits in the following areas. Reduced Costs Of handling, storing and duplicating paper documents, and in some cases reproducing lost documents Improved citizen service through much shortened delays in locating and copying unstructured documents, otherwise stored in filing cabinets or remote rooms. Increased Accessibility Of critical documents. Scanned documents are now instantly emailed or printed, even accessed by a remote user via the Internet. Improved Internal Efficiency and Direct service to citizens has become more effective. Hardware and software used: Pentium Machines, 256 MB RAM, 40 GB HDD, CD ROM Drive, and Backup Drive. MS SQL Server 2000/ Oracle 8i ASP Visual Basic 6.0 Service Pack, Microsoft Visual Studio 6.0, Microsoft Windows NT Server and IIS 2.0.
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